VIP Computer Centre Ltd Website Privacy Policy

 

At VIP we are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement.

VIP may change this statement from time to time by updating this page. We will make clear whenever any changes are made.

For the purposes of data protection legislation, VIP Computer Centre Ltd are the data controller and we will process your personal data in accordance with the Data Protection Act 2018, the UK General Data Protection Regulation, the Privacy and Electronic Communications Regulations, and other applicable legislation which relates to the processing of personal data. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

THIS PRIVACY POLICY SETS OUT

• What information VIP Computer Centre Ltd (VIP) collects from you and why
• How VIP uses and protects any information that you provide
• How long we hold your information
• How you can access and manage your information

 

WHAT WE COLLECT

We may collect the following information:

• Account number, job title/role, name, email address and telephone number
• Company information, trading name, company details including type, registration number, VAT number, currency, website address, address details (registered, trading, delivery), telephone number, email address
• Company profile information, including trade activity, product interests, credit facility details, bank account details
• Demographic information such as postcode, preferences and interests
• Information relevant to specific customer offers, promotions and surveys
• Supporting documentation including certificate of incorporation, VAT certificate, and current bank statement:
• Anti-bribery and corruption details, company compliance officer details
• Trading details
• GDPR consent
• Product search, basket, order, invoice, payment and delivery information
• Details of your visit to our websites including, but not limited to: IP addresses, cookie identifiers, traffic logs, location data, weblogs, advertising ID’s and other communication data / opening marketing materials
• Warranty details and customer service requests (where relevant)
• Any information you may disclose when making an enquiry or request (I.e. if you contact us, we may keep a record of that correspondence)

WHAT WE DO WITH THE INFORMATION WE GATHER

We process personal data under the following lawful bases:

CONTRACTUAL PERFORMANCE

We will process your personal data in order to fulfil our contractual obligations to you. (For example, when processing an order you have placed with us.)

CONSENT

Where you have given VIP consent to process your information

LEGAL OBLIGATION

We may process your personal data under legal obligation where we are required to do so by common law or statutory obligation.

LEGITIMATE INTERESTS

VIP explicitly replies on the basis of legitimate interests: we may process your personal data in order to meet our legitimate interests. When doing so, we have considered whether that processing is necessary and balanced it against your interests, rights and freedoms and it does not override your right to object.

We require this information to understand your needs and provide you with a better service. In particular, we may use it for:

• Fulfilling our legitimate business interest and contractual obligations of supplying goods and services
• Monitoring, recording and storing telephone or email communications for the purpose of internal training, to improve the quality of our customer service and in order to meet any legal and regulatory requirements
• Improving our products and services, customising and tailoring our website to suit your needs
• Periodically sending you promotional mails, emails or SMS messages about new products, special offers or other information which we think you may find interesting using the contact details which you have provided
• Contacting you for market research purposes; and contact you by phone/email in relation to the above
• Sharing your data with our company affiliates, and vendors, to promote products and services that offer you the best possible experience

We may also use your information to manage our contractual relationship with you for:

• Internal record keeping and account management purposes (e.g. verifying your identity and fulfilling orders you place); and
• Contacting you by email, phone, or mail for the purpose of account administration and/or processing and fulfilling orders, invoicing, statements, and service/warranty requests.

If you contact us or we contact you, we may ask for certain information from you to confirm your identity, check our records and deal with your account efficiently and correctly.

Where we have asked for your consent to use your personal information for a particular purpose, this consent may be withdrawn by you at any time. Please see the section entitled ‘Controlling your personal information’ below.

AUTOMATED PROCESSING

We may occasionally consult with third party marketing organisations who use automated processing of anonymised personal data to make recommendations on economic or predictable consumer purchasing behaviours. We do not make decisions which affect an individual based purely on automated processing activities.

• From time to time, we carry out a credit checks on customers. This is so that we can make credit decisions about you; and to prevent fraud and money laundering
• Our search may be recorded on the files of the credit reference agency
• If further to undertaking a credit check you receive a low credit score, we reserve the right not to supply you with goods or services on credit and/or require upfront payment for the goods or services you wish to purchase. In this case a member of our team will notify you
• If you provide false or inaccurate information and we suspect fraud, we will record this. If you want to see your credit file, please contact our Customer Services team who will provide you with contact details for the Credit Agency used

SECURITY

The security of your information is very important to us. As part of our commitment to keeping your data safe, our technical experts maintain physical, electronic and managerial procedures to keep safe the information we collect online.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone, ensure it is unique and not to reuse this password for other systems or services.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your information transmitted to our Site; any transmission is at your own risk.

Information you provide to us is stored on our secure servers. We have implemented appropriate physical, technical and organisational measures designed to secure your information against accidental loss and unauthorised access, use, alteration or disclosure. In addition, only authorised employees and carefully checked agents, contractors and sub-contractors, who provide a particular data processing service for us, are permitted access to your data. These people will only be allowed access to your data for the purposes identified within this Privacy Policy, processing it on our behalf or for IT security and maintenance.

If a third party processing your data on our behalf is located in a non-EU country that does not have data protection laws equivalent to those in the EU, we will always take appropriate additional steps to ensure that your personal information is kept safe and secure by those processing your data on our behalf. This will generally involve ensuring that such third party agrees to sign up to a formal legal agreement committing such party to comply with standards equivalent to those that would apply where that party to be located within the EU.

In order to perform our contract with you, we may also need to share personal data with third parties such as payment providers and postal/carrier service organisations to assist in the delivery of goods or services you have ordered; this could include EDI partners, third party couriers, or warranty providers.

We may disclose personal data to the police, regulatory bodies, legal advisors or similar third parties where we are under a legal duty to disclose or share personal data in order to comply with any legal obligation, or in order to enforce or apply our website terms and conditions and other agreements; or to protect our rights, property, or safety of our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We aim to protect all of our customers from fraud. As part of this, we may use your personal information to verify your identity to help prevent or detect fraud. These checks may involve your information being disclosed to credit reference agencies, who may keep a record of that information.

WEBSITE LINKS

Our Site may, from time to time, contain links to and from the websites of third parties. Please note that if you follow a link to any of these websites, such websites will apply different terms to the collection and privacy of your personal data and we do not accept any responsibility or liability for these policies. When you leave our Site, we encourage you to read the privacy notice/policy of every website you visit.

 

HOW WE USE COOKIES

The website tracks the patterns of behaviour (including from mobile devices) of visitors to this site, including but not limited to: your route through the site, pages viewed, purchase history, the web browser and operating system used. This information is stored to improve the experience of visitors to the website, and to deliver content that is relevant. Cookies, stored on your web browser, identify you when you are logged onto the site and can remember your login between visits. Resident cookies can be disabled, but you will not have the benefit of an automatic login and access to certain services or features.

 

HOW LONG WE HOLD YOUR INFORMATION FOR

The time period for which we keep information varies according to what we use the information for. Unless there is a specific legal requirement for us to keep information, we will keep your information for as long as it is relevant and useful for the purpose for which it was collected including warranty and support purposes.

We will retain your account information for 7 years in line with relevant tax and contract requirements.

You are entitled to request that we erase your personal information at any time, for example where you cease to be an active customer of ours. Whilst we will generally seek to comply with your request, there will be circumstances where we are entitled to retain such personal information (e.g. in respect of legal claims or warranties).

CONTROLLING YOUR PERSONAL INFORMATION

You may choose to restrict or control the collection or use of your personal information in the following circumstances:

• When you are asked to fill in a form on the website or elsewhere (ensure that you do not tick any box which consents to our use of your personal information if you do not want us to use your personal information for those purposes)
• If you have previously agreed to us using your personal information for specific purposes and wish to change your mind
• If you wish for your personal information to be erased from our systems
• If you wish to amend your options to receive affiliates and third-party communications

Under data protection law and GDPR you have the right to:

• Know that information is being processed
• Access information that is being processed
• Rectification of information being processed
• Erasure of information held on you (commonly known as the right to be forgotten)
• Restrict processing
• Be notified about what information has been rectified, erased and restricted
• Portability (that is, to request your data be handed over to someone else)
• Object to the processing of your information.

If you want to remove a consent or request erasure or transfer of your personal information, you may do so at any time by writing to us at VIP Computer Centre Ltd, VIP House 4 Hardwick Grange, Woolston, Warrington, Cheshire, WA1 4RF, removing consent may limit or prevent our ability to conduct business with you.

We will not sell or lease your personal information to third parties unless we have your permission or are required by law to do so. Where we do seek your permission, we will name the relevant third party at the time we seek such permission from you and any such permission shall be limited to that third party.

Sometimes we may have to pass information to statutory bodies authorised to obtain data under various legislation, such as the police or HM Revenue and Customs.

If you believe that any information we are holding on you is incorrect or incomplete, please write, email or call us as soon as possible, using the details set out above. We will promptly correct any information found to be incorrect.

To protect your privacy and security, we will take reasonable steps to verify your identity before granting access or making corrections.

The UK GDPR also gives you right to lodge a complaint with the supervisory authority in the UK, which is the Information Commissioner who may be contacted at www.ico.org.uk/concerns. If you are based in the EU you can find your relevant supervisory authority here.

CHANGES TO OUR PRIVACY POLICY

We reserve the right to update this privacy policy at any time, and any changes we make to our privacy policy will be posted on this page. We will notify you if there are any changes to this policy that materially affect how we collect, store or process your personal data. If we would like to use your previously collected personal data for different purposes than those we notified you about at the time of collection, we will provide you with notice and, where required by law, seek your consent, before using your personal data for a new or unrelated purpose. We may process your personal information without your knowledge or consent where required by applicable law or regulation.

This policy replaces all previous versions and is correct as of 14th December 2023.